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PROJECT MANAGEMENT TRAINING SERIESPROJECT MANAGEMENT TRAINING SERIES

Project Management Control ToolsProject Management Control Tools

ByBy

Samuel Obino MokayaSamuel Obino Mokaya

BA, PGD, Ph.D. (Student)BA, PGD, Ph.D. (Student)Jomo Kenyatta University of Agriculture & Technology, Jomo Kenyatta University of Agriculture & Technology,

Nairobi, KenyaNairobi, Kenya

Tel: Tel: 0722845562 / 07346150080722845562 / 0734615008

E-mail: E-mail: skomokaya@yahoo.com, o’mokaya@rpe.jkuat.ac.ke, o’mokaya@rpe.jkuat.ac.ke

September 2009September 2009

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Project Control ToolsProject Control Tools

Session ObjectivesSession Objectives At the end of the session participants shall have At the end of the session participants shall have

learnt, understood & appreciated:learnt, understood & appreciated: The essence of project controlThe essence of project control How to plan and schedule projectsHow to plan and schedule projects The key project control tools and techniquesThe key project control tools and techniques

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Project ControlProject Control Project management is the discipline of defining Project management is the discipline of defining

and achieving targets while optimizing the use of and achieving targets while optimizing the use of resources;resources; Time, money, people, materials, energy, space etc) over Time, money, people, materials, energy, space etc) over

the course of the project (a set of activities of finite the course of the project (a set of activities of finite duration).duration).

Remember the objectives of project management Remember the objectives of project management are to:are to: Ensure that the project is correctly designed to meet its Ensure that the project is correctly designed to meet its

objectivesobjectives Ensure that the project is completed on schedule, within Ensure that the project is completed on schedule, within

resources and budgetresources and budget Provide a mechanism for monitoring the projectProvide a mechanism for monitoring the project

Specific skills and tools are needed to run projects Specific skills and tools are needed to run projects successfully. successfully.

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Two main areas are critical in successful Two main areas are critical in successful project management and control:project management and control:

Scheduling skills, including use of Gantt charts and Scheduling skills, including use of Gantt charts and Critical Path Analysis, Critical Path Analysis,

Overall project planning following the Planning Overall project planning following the Planning Cycle.Cycle.

  Specific focus on:Specific focus on: Estimating time accurately Estimating time accurately Scheduling simple projects Scheduling simple projects Time planning - Gantt Charts Time planning - Gantt Charts Critical Path Analysis & PERT Critical Path Analysis & PERT Effective planning (the planning cycle)Effective planning (the planning cycle)

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Control VariablesControl Variables The control variables of a project include:The control variables of a project include:

1.1. TimeTime• The amount of time required to complete the projectThe amount of time required to complete the project

The time for each task contributing to the completion of The time for each task contributing to the completion of each component of the projecteach component of the project

2.2. CostCost• Amount of money expended on each activityAmount of money expended on each activity

3.3. SpecificationsSpecifications• Project requirements regarding materials and all other inputs Project requirements regarding materials and all other inputs

to guarantee quality outputsto guarantee quality outputs

4.4. ScopeScope• The confines of the defined and agreed project activities and The confines of the defined and agreed project activities and

operationsoperations

5.5. RiskRisk• Unexpected occurrences and challenges that are likely to Unexpected occurrences and challenges that are likely to

affect the attainment of the projected resultsaffect the attainment of the projected results

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Time EstimationTime Estimation Accurate time estimation is a skill essential to Accurate time estimation is a skill essential to

good project management. good project management. It is important to get time estimates right for two It is important to get time estimates right for two

main reasons:main reasons: Time estimates drive the setting of deadlines for Time estimates drive the setting of deadlines for

delivery of projects, and hence peoples' assessments of delivery of projects, and hence peoples' assessments of your reliability your reliability

They often determine the pricing of contracts and hence They often determine the pricing of contracts and hence their profitability.their profitability.

Usually people vastly underestimate the amount of Usually people vastly underestimate the amount of time needed to implement projects;time needed to implement projects; Especially when they are not familiar with the task to be Especially when they are not familiar with the task to be

carried out.carried out.

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Time estimates are important inputs into the other Time estimates are important inputs into the other techniques used to organize and structure techniques used to organize and structure projectsprojects

The most commonly used techniques are The most commonly used techniques are Gantt Gantt ChartsCharts and and Critical Path AnalysisCritical Path Analysis

The first stage in estimating time accurately is to The first stage in estimating time accurately is to fully understand what you need to achieve. fully understand what you need to achieve. This involves reviewing the task in detail so that there This involves reviewing the task in detail so that there

are no unknowns. are no unknowns. • Inevitably it is the difficult-to-understand, tricky problems that Inevitably it is the difficult-to-understand, tricky problems that

take the greatest amount of time to solve.take the greatest amount of time to solve.   The best way to review the job is to list all tasks in The best way to review the job is to list all tasks in

full detail. full detail. Once you have a detailed list of all the tasks that Once you have a detailed list of all the tasks that

you must achieve, make your best guess at how you must achieve, make your best guess at how long each task will take to complete.long each task will take to complete. Be sure to allow time for management, detailed Be sure to allow time for management, detailed

planning, liaison with outside bodies, meetings, quality planning, liaison with outside bodies, meetings, quality assurance & any supporting documentation necessary.assurance & any supporting documentation necessary.

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Also make sure that you have allowed time for:Also make sure that you have allowed time for: Other high urgency tasks to be carried out which will Other high urgency tasks to be carried out which will

have priority over this onehave priority over this one Accidents and emergenciesAccidents and emergencies Internal meetingsInternal meetings Holidays and sickness in essential staffHolidays and sickness in essential staff Contact with other customers, perhaps to arrange the Contact with other customers, perhaps to arrange the

next jobnext job Breakdowns in equipmentBreakdowns in equipment Missed deliveries by suppliersMissed deliveries by suppliers InterruptionsInterruptions Quality control rejectionsQuality control rejections

  These factors may double (or more than double) These factors may double (or more than double) the length of time needed to complete a project.the length of time needed to complete a project.

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Key Points:Key Points: You can lose a great deal of credibility by underestimating You can lose a great deal of credibility by underestimating

the length of time needed to implement a project. the length of time needed to implement a project. If you underestimate time, not only do you miss deadlines, you also If you underestimate time, not only do you miss deadlines, you also

put other project workers under unnecessary stress. put other project workers under unnecessary stress. Projects will become seriously unprofitable, and other tasks cannot Projects will become seriously unprofitable, and other tasks cannot

be started.be started.

The first step towards making good time estimates is to The first step towards making good time estimates is to fully understand the problem to be solved.fully understand the problem to be solved.

You can then prepare a detailed list of tasks that must be You can then prepare a detailed list of tasks that must be achieved. achieved.

The list should include all the administrative tasks and meetings The list should include all the administrative tasks and meetings you need to carry out as well as the work itself.you need to carry out as well as the work itself.

  Finally, allow time for all the expected and unexpected Finally, allow time for all the expected and unexpected disruptions and delays to work that will inevitably happen.disruptions and delays to work that will inevitably happen.

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Typically, simple projects will have few tasks Typically, simple projects will have few tasks dependent on other tasks, and will be relatively dependent on other tasks, and will be relatively simple and easy to coordinate. simple and easy to coordinate. Coordinating delivery of resources for a workshop Coordinating delivery of resources for a workshop

session, session, Implementing a small marketing plan, or delivering a Implementing a small marketing plan, or delivering a

simple software enhancement.simple software enhancement.

  Gantt Charts & Critical Path Diagrams may Gantt Charts & Critical Path Diagrams may complicate project scheduling & communication in complicate project scheduling & communication in simple projects. simple projects. Unless project team members are trained in their use, Unless project team members are trained in their use,

they can often 'blind people with science', leading to they can often 'blind people with science', leading to poor communication and muddled projects.poor communication and muddled projects.

Scheduling Simple ProjectsScheduling Simple Projects

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Appropriate Appropriate TimetablesTimetables and and Action PlansAction Plans are often are often sufficient to coordinate and implement simple projects. sufficient to coordinate and implement simple projects.

These should be explained and negotiated with project These should be explained and negotiated with project staff to improve the plans and get staff understanding, staff to improve the plans and get staff understanding, input and buy-in.input and buy-in.

It will often be enough to create a work-back schedule, It will often be enough to create a work-back schedule, starting from the date by which the project must be starting from the date by which the project must be completed, and listing all of the tasks in reverse order completed, and listing all of the tasks in reverse order with due dates for each.with due dates for each.

Whatever the size of your project, ensure that you have Whatever the size of your project, ensure that you have agreed its scope with its sponsor (the person who agreed its scope with its sponsor (the person who wants it done) before you start planning. wants it done) before you start planning.

This will help you to resist changes to its scope, which will This will help you to resist changes to its scope, which will seriously affect your plans, once you have started working.seriously affect your plans, once you have started working.

During the project, Timetables and Action Plans these During the project, Timetables and Action Plans these will contain sufficient control points and deliveries to will contain sufficient control points and deliveries to monitor project progress and take any appropriate monitor project progress and take any appropriate remedial action.remedial action.

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Gantt ChartsGantt Charts Gantt charts show task and schedule Gantt charts show task and schedule

information. information. The tasks are usually numbered and listed The tasks are usually numbered and listed

vertically. vertically. A bar shows the starting date and projected A bar shows the starting date and projected

completion date of each task. completion date of each task. Color or shading is sometimes used to show Color or shading is sometimes used to show

how much of each task has been completed. how much of each task has been completed. A Gantt chart is a management tool and a A Gantt chart is a management tool and a

communications tool.communications tool. Gantt Charts are useful tools for analyzing and Gantt Charts are useful tools for analyzing and

planning complex projects. planning complex projects.

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They:They:Help you to plan out the tasks that need to be completed Help you to plan out the tasks that need to be completed

Give you a basis for scheduling when these tasks will Give you a basis for scheduling when these tasks will be carried out be carried out

Allow you to plan the allocation of resources needed to Allow you to plan the allocation of resources needed to complete the project, complete the project,

Help you to work out the critical path for a project where Help you to work out the critical path for a project where

you must complete it by a particular date.you must complete it by a particular date. When a project is under way, Gantt Charts help When a project is under way, Gantt Charts help

you to monitor whether the project is on schedule. you to monitor whether the project is on schedule. If it is not, it allows you to pinpoint the remedial action If it is not, it allows you to pinpoint the remedial action

necessary to put it back on schedule.necessary to put it back on schedule.

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Sequential and parallel activities:Sequential and parallel activities: An essential concept behind project planning and An essential concept behind project planning and

Critical Path Analysis is that some activities are Critical Path Analysis is that some activities are dependent on other activities being completed first. dependent on other activities being completed first.

For instance, it is not a good idea to start building a For instance, it is not a good idea to start building a bridge before you have designed it!bridge before you have designed it!

These dependent activities need to be completed These dependent activities need to be completed in a sequence, with each stage being more-or-less in a sequence, with each stage being more-or-less completed before the next activity can begin. completed before the next activity can begin.

Other activities are not dependent on completion Other activities are not dependent on completion of any other tasks. of any other tasks. may be done at any time before or after a particular may be done at any time before or after a particular

stage is reached (nondependent or 'parallel' tasks).stage is reached (nondependent or 'parallel' tasks).

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To draw up a Gantt diagram:To draw up a Gantt diagram:

1.1. List all activities in the planList all activities in the plan For each task, show the earliest start date, estimated For each task, show the earliest start date, estimated

length of time it will take, and whether it is parallel or length of time it will take, and whether it is parallel or sequential. sequential. If tasks are sequential, show which stages they depend on.If tasks are sequential, show which stages they depend on.

You will end up with a task list. You will end up with a task list. This example shows the task list for a custom-written This example shows the task list for a custom-written

computer project.computer project.

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Figure 1. Gantt Chart Example: Planning a custom-written computer projectFigure 1. Gantt Chart Example: Planning a custom-written computer projectNB: The start week shows when resources become available. Whether a task is NB: The start week shows when resources become available. Whether a task is parallel or sequential depends largely on context.parallel or sequential depends largely on context.

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2.2. 2. Head up graph paper with the days or weeks 2. Head up graph paper with the days or weeks through to task completionthrough to task completion

3.3. Plot the tasks onto the graph paperPlot the tasks onto the graph paper Next draw up a rough draft of the Gantt Chart. Plot Next draw up a rough draft of the Gantt Chart. Plot

each task on the graph paper, showing it starting on each task on the graph paper, showing it starting on the earliest possible date. the earliest possible date.

Draw it as a bar, with the length of the bar being the Draw it as a bar, with the length of the bar being the length of the task. length of the task.

Above the task bars, mark the time taken to complete Above the task bars, mark the time taken to complete them. them. • Do not worry about task scheduling yet. Do not worry about task scheduling yet.

All you are doing is setting up the first draft of the All you are doing is setting up the first draft of the analysis.analysis.

This will produce an untidy diagram like the one This will produce an untidy diagram like the one below:below:

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4.4. Schedule ActivitiesSchedule Activities Take the draft Gantt Chart, and use it to schedule Take the draft Gantt Chart, and use it to schedule

actions. actions. Schedule them in such a way that sequential actions Schedule them in such a way that sequential actions

are carried out in the required sequence. are carried out in the required sequence. Ensure that dependent activities do not start until the Ensure that dependent activities do not start until the

activities they depend on have been completed.activities they depend on have been completed. Where possible, schedule parallel tasks so that they Where possible, schedule parallel tasks so that they

do not interfere with sequential actions on the critical do not interfere with sequential actions on the critical path. path.

While scheduling, ensure that you make best use of While scheduling, ensure that you make best use of the resources you have available, and do not over-the resources you have available, and do not over-commit resource. Also allow some slack time in the commit resource. Also allow some slack time in the schedule for holdups, overruns, quality rejections, schedule for holdups, overruns, quality rejections, failures in delivery, and so on.failures in delivery, and so on.

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4.4. Presenting the AnalysisPresenting the Analysis Final stage in this process is to prepare a final Final stage in this process is to prepare a final

version of the Gantt Chart. version of the Gantt Chart. This should combine the draft analysis with This should combine the draft analysis with

your scheduling and analysis of resources. your scheduling and analysis of resources. This chart will show when you anticipate that This chart will show when you anticipate that

jobs should start and finish.jobs should start and finish. A redrawn and scheduled version of the A redrawn and scheduled version of the

example project is shown below:example project is shown below:

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Figure 4: A Simple & commonly used Ganth ChartFigure 4: A Simple & commonly used Ganth Chart

Time Period Activity

1 2 3 4 5 6 7 Problem identification and diagnosis

Proposal writing

Pilot test with community

Full scale implementation

Monitoring of activities

Project evaluation

Project close out

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Key Points:Key Points: Gantt charts are useful tools for planning and Gantt charts are useful tools for planning and

scheduling projects. scheduling projects. They allow you to assess how long a project should They allow you to assess how long a project should

take, determine the resources needed, and lay out the take, determine the resources needed, and lay out the order in which tasks need to be carried out. order in which tasks need to be carried out.

They are useful in managing the dependencies between They are useful in managing the dependencies between tasks.tasks.

When a project is under way, Gantt charts are When a project is under way, Gantt charts are useful for monitoring its progress. useful for monitoring its progress. You can immediately see what should have been You can immediately see what should have been

achieved at a point in time, and can therefore take achieved at a point in time, and can therefore take remedial action to bring the project back on course. remedial action to bring the project back on course.

This can be essential for the successful and profitable This can be essential for the successful and profitable implementation of the project.implementation of the project.

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Critical Path Analysis (CPA)Critical Path Analysis (CPA) The CPA is a tool that illustrates the individual The CPA is a tool that illustrates the individual

tasks of a project highlighting the expected tasks of a project highlighting the expected starting & finishing tasks of each. starting & finishing tasks of each.

CPA is a project management tool that:CPA is a project management tool that: Sets out all the individual activities that make up a Sets out all the individual activities that make up a

larger project. larger project. Shows the order in which activities have to be Shows the order in which activities have to be

undertaken. undertaken. Shows which activities can only taken place once other Shows which activities can only taken place once other

activities have been completed. activities have been completed. Shows which activities can be undertaken Shows which activities can be undertaken

simultaneously, thereby reducing the overall time taken simultaneously, thereby reducing the overall time taken to complete the whole project. to complete the whole project.

Shows when certain resources will be needed; for Shows when certain resources will be needed; for example, a crane to be hired for a building site. example, a crane to be hired for a building site.

In order to construct a CPA, it is necessary to In order to construct a CPA, it is necessary to estimate the elapsed time for each activity (time estimate the elapsed time for each activity (time taken from commencement to completion).taken from commencement to completion).

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Then the CPA is drawn up a based on Then the CPA is drawn up a based on dependencies such as:dependencies such as: The availability of labour and other resources The availability of labour and other resources Lead times for delivery of materials and other services Lead times for delivery of materials and other services Seasonal factors – such as dry weather required in a Seasonal factors – such as dry weather required in a

building project building project

Once the CPA is drawn up, it is possible to see the Once the CPA is drawn up, it is possible to see the CRITICAL PATH itself – this is a route through the CRITICAL PATH itself – this is a route through the CPA, which has no spare time (float or slack) in CPA, which has no spare time (float or slack) in any of the activities. any of the activities. In other words, if there is any delay to any of the In other words, if there is any delay to any of the

activities on the critical path, the whole project will be activities on the critical path, the whole project will be delayed unless the firm makes other changes to bring delayed unless the firm makes other changes to bring the project back on track.the project back on track.

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The total time along this critical path is also the The total time along this critical path is also the minimum time in which the whole project can be minimum time in which the whole project can be completed.completed.

Some branches on the CPA may have FLOAT, Some branches on the CPA may have FLOAT, which means that there is some spare time which means that there is some spare time available for these activities.available for these activities.

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In such a graph it is understood that independent In such a graph it is understood that independent activities may proceed in parallel. activities may proceed in parallel. For example, after activity For example, after activity AA is completed, activities is completed, activities BB

and and CC may proceed in parallel. However, activity may proceed in parallel. However, activity DD cannot begin until cannot begin until bothboth BB and and CC are done. are done.

CPA answers the following questions: CPA answers the following questions: What is the minimum amount of time needed to What is the minimum amount of time needed to

complete all activities? complete all activities? For a given activity For a given activity vv, is it possible to delay the , is it possible to delay the

completion of that activity without affecting the overall completion of that activity without affecting the overall completion time? If yes, by how much can the completion time? If yes, by how much can the completion of activity completion of activity vv be delayed? be delayed?

Figure: An Activity-Node GraphFigure: An Activity-Node Graph

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CPA;CPA;   Estimates the minimum/maximum time that tasks will be Estimates the minimum/maximum time that tasks will be

started and completed started and completed Estimates the minimum time that the whole project will Estimates the minimum time that the whole project will

take to complete take to complete Identify if resources are not being used effectively Identify if resources are not being used effectively Makes aware any tasks that could create a possible Makes aware any tasks that could create a possible

delay delay Ultimately, the CPA will suggest which tasks are critical Ultimately, the CPA will suggest which tasks are critical

to keep on time anticipating that the delay in any one of to keep on time anticipating that the delay in any one of the tasks will delay the whole project.the tasks will delay the whole project.

It is an effective and powerful method of It is an effective and powerful method of assessing:assessing: What tasks must be carried out. What tasks must be carried out. Where parallel activity can be performed. Where parallel activity can be performed. The shortest time in which you can complete a project. The shortest time in which you can complete a project. Resources needed to execute a project. Resources needed to execute a project. The sequence of activities, scheduling and timings The sequence of activities, scheduling and timings

involved.involved.

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Task priorities. Task priorities. The most efficient way of shortening time on urgent The most efficient way of shortening time on urgent

projects. projects. Hence;Hence;

An effective CPA can make the difference between An effective CPA can make the difference between success and failure on complex projects.success and failure on complex projects.

ConclusionConclusion Project control is an essential aspect of effective project Project control is an essential aspect of effective project

managementmanagement A decision as to which control tool to use, whether a A decision as to which control tool to use, whether a

simple activity schedule, action plan or the fairly simple activity schedule, action plan or the fairly complicated Gantt Chart or CPA will depend on the type complicated Gantt Chart or CPA will depend on the type and complexity of the project.and complexity of the project.

Of importance is that you are able to understand and Of importance is that you are able to understand and arrange the project activities and operations in such a arrange the project activities and operations in such a way that the project ends in time with the attainments of way that the project ends in time with the attainments of its targeted results.its targeted results.

Samuel Obino MokayaSamuel Obino MokayaJomo Kenyatta University of Agriculture & Technology, KenyaJomo Kenyatta University of Agriculture & Technology, Kenya

skomokaya@yahoo.com, o’mokaya@rpe.jkuat.ac.ke, o’mokaya@rpe.jkuat.ac.ke

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